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Category: Finance

Approval: SLT

Responsibility: Vice-Principal, Finance and Administration

Definitions:

“acQuire” Queen’s University’s cloud-based e-procurement software application.

“Affiliated Entity” is an organization that has been formed to support or complement the mission of the university, over which the university holds at least 20% or greater ownership or voting rights or the ability to appoint 20% or greater of its directors.

“Cardholder” a university employee or affiliate organization whose finances are governed by Queen’s, to whom a credit card has been issued to pursuant to this policy.  All credit cards issued must be in a person’s name and not a department name to ensure insurance and fraud coverage.

“Card Provider” is the financial institution administering the credit card program and electronic accounts payment (EAP) to Queen’s University. 

“Travel Credit Card” (“TCard”) is an organizational credit card that is intended to be used for the purpose of traveling on university business only.  Cards are issued either for individual use or departmental use.

Purpose/Reason for Policy:

The purpose of the Queen’s University TCard is to offer a method for either individuals or departments to pay for business travel expenses and/or make travel arrangements for university travel business purposes.

The TCard program allows the employee to keep their business travel expenses separate from a personal credit card; allows Queen’s to track and manage work-related payments; and reduces the employee’s liability with business travel related expenses, placing it on the university.

This Policy sets out the terms and conditions that govern the issuance and use of TCards.

Scope of this Policy:

This policy applies to all Queen’s University employees and affiliated entity whose finances are governed by Queen’s and are permitted to apply to obtain a credit card under Queen’s University’s credit card programs.

Policy Statement:

1. General Standards

The Queen’s University Travel Credit Card is designed to offer a method for employees and/or departments and/or affiliate organizations (where approved) to make travel arrangements and to pay for expenditures related to business travel for university business.

Travel Credit Card: Departmental Card – the purpose of the Departmental card is to be used for the coordinator of travel to book travel for others, i.e. booking of group travel and/or booking of travel for other employees within the department that travel infrequently.  Departmental Cards must not to be used to book travel for the cardholder for individual travel (i.e. department loans the department TCard to an employee for travel purposes) or for incidental expenses.  TCard balances on a departmental card are to be reconciled through the credit card provider’s system will be paid directly by the university.

Travel Credit Card: Individual – the purpose of the Individual card is intended only for incurred expenditures related to business travel for the cardholder while travelling on behalf of the University fairly frequently (more than twice per calendar year).  Travel related expenses purchased on the credit card can only be used for the employee who the credit card has been issued to.  Approved expenses reconciled through Queen’s Employee Reimbursement System (ERS), will be paid by the university on behalf of the cardholder directly to the credit card provider – program has been established as Individual Bill/Corporate Pay.

The Travel Credit Card is the property of Queen’s University and is to be used solely for making purchases on behalf of Queen’s University.  The TCard is not a personal credit card and is never to be used for personal purchases.  For purposes of this policy, personal purchases are defined as purchases made for the sole benefit of the employee.  In addition, a list of expenses that are considered Restricted Commodities and should not be purchased with the TCard can be found in the TCard procedures.

The University expects Cardholders to act with prudence and professionalism.  Strategic Procurement Services may cancel Travel Credit Cards and take other action for non-adherence to the Travel Credit Card Policy and Procedures.

2. Eligibility for a TCard

Employees must apply for a Queen’s University TCard through the acQuire system, and department approval must be obtained by the Department Head or designate.  Department Heads who wish to apply for a TCard must obtain approval from their supervisor.

Prior to receiving the TCard, cardholders must complete a mandatory training session and obtain a passing grade of 80% on the required quiz.  When cardholders attend to pick up their card in person, they will be required to review the Queen’s Cardholder Agreement (either P0003B for Department TCard or P0003C for Individual TCard) and agree to the terms of that agreement via signature of the document.  This ensures that cardholders understand and accept the responsibilities of the Queen’s issued TCard.

3. Limits

The TCard may only be used for university business travel expenses up to a limit of $10,000 per cardholder.  Limits will be assigned based on the employee’s travel needs. 

4. Exceptions to the Policy

Requests for exception to this policy must be submitted via acQuire the “Credit Card Change Request Form: All Credit Cards”.  Exception requests are subject to approval by the department (as per the university’s signing authority) and Procurement Management.  All exception requests and approvals are maintained in the acQuire system for future audit purposes.

5. Late Payment Fees & Overdue Balances

It is the cardholder’s responsibility to ensure that the card is reconciled on a timely basis to avoid potential late payment fees or have an overdue balance.  Late payment fees are considered a personal expense and are not reimbursable by the university.

For further details on Late Payment Fees and Overdue Balances, see Section 3, Reviewing and Reconciling of the Travel Credit Card (TCard) Procedure.

6. Insurance Coverage

Queen’s University insurance policies do not cover employees renting vehicles for Auto Rental Collision/Loss Damage Insurance (CDW).  The TCard covers CDW insurance when the TCard is used to rent a vehicle for business purposes, either using a Departmental or Individual TCard.  If rental vehicle charges are not placed on the TCard, then the renter will not have CDW coverage for the rental under university policies.  Further questions regarding insurance should be directed to Queen’s Insurance.

Responsibilities:

Strategic Procurement Services is responsible to:

• Administer, oversee, and support all aspects of the TCard program
• Review expenditures and evaluate the effectiveness of the program
• Liaise between the Cardholder and Card Provider
• Monitor compliance with the TCard Policy

Cardholders are responsible to:

• Understand and comply with the TCard Policy and Procedures
• Keep the TCard secure and notify Strategic Procurement Services and the Card Provider immediately should the card be lost or stolen
• Use the card appropriately in accordance with the TCard policy and procedures
• Reconcile transactions at least on a monthly basis
• Obtain receipts and approvals on all documents
• Retain receipts as outlined in the TCard Procedure
• In the case of suspected fraudulent activity, immediately advise TCard Provider to pursue corrective action – the customer service contact information is found on the back of your TCard and also on the documentation you received with your card

Department Head or designate are responsible to:

• Notify Strategic Procurement Services no less than two weeks prior to the Cardholder leaving the University, upon termination of employment, maternity or parental leave, or any other applicable circumstances
• Review and approve TCard statements or reimbursement claims to ensure that charges are appropriate